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Work organization in the office and home office

by Josephine Andrews
Published: Last Updated on 276 views

Whether in the home office or in the office on site: good work organization is the be-all and end-all to make everyday office life efficient and as stress-free as possible. But how do you manage to structure your tasks in a meaningful way between floods of e-mails, telephone rings, meetings and private distractions? Here you will find answers to this question and learn which tips and tools will make your daily office work easier.

Work organization: Less stress, more efficiency

You are probably familiar with this situation: You are sitting at your desk and have just completely immersed yourself in an important task. Suddenly a colleague stands in the door and speaks to her. Or your phone rings – your boss is on the line. Or your e-mail inbox reports a new message. Already you are torn out of the concentrated work and have to reconsider your priorities.

There are many other sources of distraction in the home office. The children ask for help with their homework, the dishwasher wants to be cleared out, lunch doesn’t cook itself and, and, and.

The examples show: Distractions and stress are part of everyday work, especially in the home office. With a sensible work organization, however, a lot can be done so that the stress does not get out of hand and you can do your job calmly and efficiently.

set priorities

How can work in the on-site office or in the home office be structured well? By setting priorities. Sort the upcoming tasks according to importance and urgency. For example from A to D:

  • A tasks are important and urgent, i.e. time-sensitive
  • B tasks are important but not urgent
  • C tasks are less important but urgent
  • D tasks are less important and not urgent

Now determine which tasks you will do yourself and which you may delegate. Then put your tasks in a chronological order and work through them accordingly.

time management

Time is a precious commodity. The more efficiently you use your working time, the more time you have for other things. In addition, you reduce your personal stress if you don’t have to rush yourself to get your work done, but work on the basis of a well thought-out schedule. The best way to do this is to look at your usual tasks and note how much time you need for which task. This overview is a good basis for structured daily and weekly planning.

Daily and weekly planning

It pays to create daily and weekly plans based on your list of priorities and your task/time analysis. These overviews give your working day a clear structure and give you the security of not forgetting anything and using your working time efficiently:

  • In the daily schedule , you specify the times of the day at which you want to complete certain tasks. Perhaps you prefer to make calls in the afternoon rather than in the morning? Or do you find that you are most concentrated in the early hours of the morning? If possible, take this into account in your planning. Bundle similar tasks into task groups and assign them specific time slots. Also plan your breaks firmly and pay attention to time buffers that give you leeway for unexpected tasks.
  • The weekly plan gives an overview of all the tasks that are due during the week. It is best to create it on Fridays for the entire following week. Make sure to include time buffers here as well! The rule of thumb is: plan a maximum of 80 percent of the available working time. The remaining 20 percent is available for ad hoc work.

Additional tips for the home office

Anyone who regularly works from home faces another challenge in terms of work organisation. Due to the lack of spatial separation between work and private life, there is a major hurdle in strictly distancing oneself from private life during work. If this does not succeed, there is a great danger of getting bogged down and losing focus between work and family requirements. Because at home there are many more distractions lurking than in the office: turning on the washing machine from time to time, just vacuuming or finally calling grandma again – the temptations are numerous. Especially when you are not alone in the home office, but your partner also works at home and the children are homeschooling.

However, there are a few tips and tricks that will help you to work in a concentrated and structured way in the home office.

Clearly define and adhere to working hours

Determine exactly when you work and when you take breaks and how long. Discuss your schedule with family and agree not to be disturbed during work hours. Small rituals can help. For example, agree that when the study door is closed, the message “Do not disturb” applies.

Make your workplace professional

When working from home, it’s important to be able to quickly switch from home mode to work mode. A separate, professionally furnished workplace helps with this. Of course, having your own office is ideal. But even if the kitchen table is your home office, you can create a working atmosphere with a few tricks. For example, always sit in the same place and use an office chair. Office utensils such as hole punches and pencil boxes create an office atmosphere. It is also helpful not to sit at the PC in sweatpants or pajamas, but to dress as you would go to the office.

create rituals

Start your workday with one personal ritual and end it with another. This makes it easier for you to switch roles. There are no limits to your imagination. Experiment with what works best for you.

Set up a second phone number

A separate telephone number for business calls also helps to separate work and private life. In this way, private calls cannot distract you from your work.

Gesunde Work-Life-Balance

Apart from a sensible work organization , one thing is particularly important to avoid or reduce stress: A healthy relationship between work and leisure time, keyword work-life balance. If you pay attention to this and also structure your work in the home office and in the office well, you offer unhealthy stress little to attack.

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